PRESENTATION PRESENTATION TRANSCRIPT
In this presentation, we are going to be looking at Microsoft Word’s Word’s Mail Merge feature as it relates to you completing your Portfolio assignment. As you know, mail merge is a feature used when you are sending out the same letter to several different people. Word can automatically insert the name, address and any other fields you designate into your merge letters, giving them a more personalied personalied look.
Setting up a Mail Merge
* Setting up a Mail Merge consists of the following steps: * *
Selecting the Document Type (letters, envelopes, labels, etc.) Selecting the starting document (current document, template, or another document)
*
Selecting the Recipients for your merge document
*
Writing your Letter
*
revie!ing your Letters
*
"ompleting the #erge
Learning Step – Activity 1: Starting the Mail Merge facility.
* "lic$ the Mailings tab on the Ribbon. * "lic$ the Start Mail Merge button on the Ribbon and clic$ the Step by
Step Mail Merge Wizard. * "lic$ the radio button ne%t to Letters from the Select ocu!ent "ype
area. * &n the bottom of the #ail #erge Tas$ ane, clic$ #e$t: Starting
ocu!ent * We are using the current active document as the merge letter, select %se
&urrent ocu!ent. * &lic' #e$t – to !ove to Step (.
Learning Step – Activity ): Locate and open saved docu!ent
To use an e%isting document' *
Select Start from e%isting document
*
"lic$ the &pen button
*
Select the document you !ish to use
*
"lic$ &pen.
In the ne!t step of the Mail Merge Wiard, you need to select the "ata #ource of your recipient. A data source can be in any file format supported by Word, such as an $!cel file, an Access database, or even a table created in Word itself.
Learning Step – Activity (: &reating an address list
* "lic$ the Select *ecipients on the #ailings Ribbon and clic$ Type e!
List. * Type in address information in the #ew Address List +o$ * "lic$ #ew ,ntry to add a ne! record. "lic$ &lose !hen finished. * rom the Save Address List dialog bo%, navigate to the directory !here
you !ish to save your data source. * "lic$ Save. * "lic$ #e$t ' Write your Letter to move to Step *.
Learning Step – Activity (: ,diting your List
* "lic$ ,dit *ecipient List . The #ail #erge Recipients dialog bo% is
displayed. * "lear the chec$ed bo%es of records that should not be included in the
mail merge. * Select or clear chec$ bo%es to indicate !hat should appear in the
address bloc$. +se the previe! as a guide.
In the previous slides you learned how to create and edit your data source. %nce this is done, you are ready to write the letter and insert your merge fields. &he wiard will provide you with both a greeting line and an address block. 'ou can also insert additional merge field anywhere in your letter by setting the insertion point and the location where you wish to insert a merge field by choosing More Items and then clicking insert.
Learning Step – Activity -: repare the body of the letter for a /or! letter.
* Set the insertion point !here you !ish a merge field to appear. * To insert the address, clic$ on Address bloc' , choose any desired
options, and then clic$ &. * To insert a greeting line, clic$ on 0reeting line, choose any desired
options, and then clic$ &. * To insert additional merge fields, clic$ More items, select the merge field
you !ish to insert, and then clic$ the nsert button.
TIP: 'ou can also insert merge fields into your document from the (ibbon. )lick Insert Merge field button and choose the merge field you want to insert. &o insert an address block or a greeting, click the Address Block or Greeting Line button to display the appropriate dialog bo!.
Learning Step – Activity 2: review the results of the /or! letter.
* "lic$ #e$t: review your Letters in the #ail #erge Tas$ ane. * "lic$ - to move to ne%t recipient letter. * "lic$ to move to previous recipient letter. * "lic$ ,$clude this recipient to eliminate current recipient from the mail
merge. * To find duplicate records, find a specific recipient, add sorting, filtering, or
e%clude additional recipients, clic$ the /dit recipient list lin$ and ma$e your changes. &he last step of the Mail Merge Wiard involves either sending your merged letters directly to the printer or editing the individual letters and saving them.
Learning Step – Activity 3: &o!plete the !erge letter.
* "lic$ /inish 4 Merge 5 rint ocu!ents . * The #erge to rinter dialog bo% is displayed. * +se the options to select !hich records are to be printed. * Save and close the documents.